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ELIS Files Learning Object Repository 2.0 Manual

ELIS - Alfresco 2.0 Manual

Site: Remote-Learner.net
Course: Remote-Learner.net
Book: ELIS Files Learning Object Repository 2.0 Manual
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Date: Saturday, 24 June 2017, 1:26 AM

ELIS Learning Object Repository

ELIS Files-Alfresco Integration

By default, ELIS uses the Open Source Enterprise Content Management System (CMS) by Alfresco.

Uploading multiple files

With our Moodle 2 Alfresco-ELIS Files integration, multiple files can be selected and uploaded at one time. In the example above, a video file along with several images is being uploaded. Uploads are fast as they utilize FTP (file transfer protocol), which is designed for fast file uploads.

The ELIS Alfresco integration provides for a folder for each user, where instructors, students, etc. can place files which they can access from anywhere on the site. The integration enables Moodle users to access their files via Moodle, using a desktop folder, a WebDAV client, or via an optional embedded java file manager, or by accessing Alfresco's online interface directly.

The repository can be set to enforce a maximum size on user's file directory, and administrators can set up content rules, workflows, metadata, etc. via Alfresco's online interface. Quotas and passwords are set in Moodle.

Why use the Alfresco ECM as the File System for Moodle?

Remote-Learner has vastly improved the ability of Clients to use Alfresco ECMS, a world class content management system, as the main file system for their Moodle sites.

So why would an institution want to use Alfresco as the file system for Moodle? There are number of great reasons; here are just a few.

  • Our SSO (single sign-on) integration creates a folder for each user and each course in Alfresco, and your users can login to Alfresco directly using their Moodle password. This provides an enterprise content management system (ECMS) to our customers for a fraction of the usual cost of setup and configuration of an ECMS.
  • Alfresco contains versioning capabilities that the Moodle file system does not. This means if a teacher or administrator accidentally or purposefully overwrites a file in Moodle (e.g. updates a homework assignment with new content), Alfresco retains both the original version of the file and the updated version in case the teacher or someone else would like to access the original file. Without Alfresco as the file system for Moodle, the original file in Moodle would be lost.
  • Alfresco will not actually delete files even if the teacher accidentally deleted it from Moodle. Instead, Alfresco will retain a copy of the deleted file where the site administrator can retrieve it and undelete it in Moodle.
  • Alfresco contains rich search capabilities. This enables users to search for file content across all of the various Moodle classes an institution has - they will see only the content they have permission to see. The Alfresco file permissions are automatically set by Moodle's roles system, although the site administrator can override or modify these. This means teachers working in Moodle have a straightforward and efficient way of finding and accessing content saved in Moodle by others via Alfresco. The Moodle file system does not include such file searching capabilities.
  • When used with ELIS-2.1+ - our Alfresco implementation supports organizational and sub-organizational folders, where everyone in an organization has certain permissions to view and/or edit the files in the organizational folder.

All of this additional functionality is delivered without changing the teacher’s current user experience with Moodle*. They still navigate to the same place in Moodle that they usually do to both save and open files. They don’t need training or otherwise need to learn new software. Institutions and IT Pros can deliver the same Moodle experience their teachers are accustomed to.

*Although, as described in subsequent pages, via our Alfresco integration teachers and students can setup desktop folders, WebDAV clients, etc. to batch upload/download and manage files on Linux, Windows, MacOS, iPhoneOS, etc.


ELIS File Repository Settings

The repository integration with ELIS 2 provides a number of file handling improvements along with the integration.

To access the Repository Settings page, click the ELIS Files link in the Plugins/Repositories menu.

Repository Settings Location

Name and service connection settings:


Service connection and name settings
  1. You can enter a new name in here, and this will be displayed instead of the default name "ELIS Files" in the interface.
  2. These settings are the settings for connecting to the Alfresco Repository. They will be set up by Remote-Learner support and there should be no reason to change them. If your Repository Connection is not working correctly, please open a support ticket.

File Transfer Setting:

Standard transfer (upload/download) of files in Moodle is done via HTTP (hyper text transfer protocol). This works OK for small files. The FTP protocol was designed for large files and faster transfer. By using the FTP transfer method, large files and/or large numbers of files can be uploaded much more quickly. There should be no reason to switch from the default settings unless you are externally hosting (not hosting with Remote-Learner) and port 21 is blocked.

File Transfer Settings

  1. File transfer method selector. Currently the choices are FTP and Web services (HTTP).
  2. FTP port - 21 should be used for Remote-Learner hosting. If you are running the Alfresco Integration on your own servers, then check with your network administrator for the proper setting here. Check with Remote-Learner support before changing these settings.

Repository browsing/searching settings:

Category and Root

  1. Click this to configure the search categories (see below).
  2. Click this to set the root browsing folder. For most uses, the default /moodle folder is the best setting.

Category Settings:

Categories are meant to facilitate searching. For example if you have multiple files with the word 'rules' in the files, but you want to find only files with that word that are used in the context of compliance with policy, you can create a 'Compliance Policy' category in Alfresco, then when searching for files you can search for the keyword "rules" and filter the search to only show results in the Compliance Policy Alfresco category.

When you click the Configure category filter button, you will see a screen showing you your available categories in Alfresco.

Repository Category Filters

  1. Select the categories and sub-categories you want to be displayed on the the Advanced Search interface.
  2. Save changes to save your settings.

The categories here are set in Alfresco:

Categories in Alfresco

  1. List of Categories
  2. To remove a category from Alfresco click the trash icon. To edit the category, click the edit icon
  3. Use the Add Category link to add a new category in Alfresco

Now when your users search, they will see the categories and can filter by them in the Advanced Search interface in Moodle.

Advanced Search

If you don't see your Alfresco Categories in Moodle, or you have edited/added categories in Alfresco, click the Reset categories button.

Resetting the repository categories

For more detailed instructions on editing categories, see the documentation below on Managing Alfresco.

File Management Settings:

File Management Settings

  1. This displays your Moodle file cache setting. This setting will affect how long it takes users to see a new version of a file when they have already viewed the old version.
  2. Quota - Alfresco will impose a file storage quota on users if you activate it here. For example if you want all your users to have a 100MB quota, you can select that value here and save changes.
  3. This setting will remove a user's files from Alfresco when the user is deleted from Moodle.
  4. ELIS files includes method of setting the default browsing location for files. The site admin can set the default folder for users. If this is set, then when users upload files or view files in the ELIS files repository, they will start at the default folder (if they have permission to view it).
    Default File Browsing Locations

When a user opens up the file browser, the first folder they open is this default setting. For example, in the figure below, the administrator has set "Repository user files" as the default file browsing location. Now when a user opens up the "Insert Image" or "Insert Link" window, the default location is their own file folder in the repository.


Default File location
  1. When the default file location is set to ELIS User Files, when a user opens the File Picker, they see their own user space in Alfresco.
  2. The Jump to... menu will list the other ELIS spaces the user has permission to see.

Setting the ELIS Files Administrator username:

The Admin User Name

In most cases, there is no reason to change the default setting here. It is a good idea to check with Remote-Learner support before doing so.


Uploading files to the repository

Uploading Image files to the Repository from the HTML Editor:

Uploading an image to the repository

You can upload an image to the ELIS files repository via the HTML editor. In this case we will upload an image. To start, click the image icon in the editor.

Uploading an image file

Next, click the ELIS Files link. This will show you the files in your current file space.

  1. In this case, we are in the ELIS Course Files as you can see form the file path showing the course's shortname.
  2. You can switch to other locations your user has access to in the Jump to... menu.
The jump to menu in ELIS files

The Jump to... menu can be used to navigate between different Alfresco spaces the user has access to.
  1. in this case the files for this course,
  2. or their user file space.

Select upload files

Next, click Upload files:

the uploader

Click the "Select files" button to open the file picker.

Selecting files to upload

  1. Select a file
  2. Press upload.

With standard WebKIT (Chrome, Safari) and Mozilla (Firefox) browsers you can select several files to upload at one time. The upload is via FTP by default, so it is very fast.

Adding a file

Now select the file to add to the HTML page. Of course if you previously uploaded the file to ELIS Files, you can skip all of the uploading steps and just pick the file.

File informaiton

Next enter the File information.
  1. You can use the default name, or enter a different one.
  2. When using ELIS Files, you can link to an image in the ELIS Files Repository. If you select this makes a link to the file in the Repository rather than copying it into the Moodle filesystem.
  3. When you have completed the form, click Select this file to add the file.

Loading the image

Now click Insert to load the image in (note you can set the image size in the Appearance tab).

Viewing the loaded image


The image loaded in the page. To resize or set other image parameters, select the image and then click the image icon again.

Uploading video follows the same process, except click the Moodle Media icon instead. If you upload a standard video type, this will create the proper code to display the video.

The repository video file

Moodle will load a link tot he video. If your multimedia plugin is configured to play this video (and if you have the right plug-in for non-standards compliant video), then Moodle will embed the video.

Viewing a video in Moodle


Using the Repository Block

The repository block can be added to both site and course home pages. The ELIS files Alfresco Repository will need to be enabled for the site for this block to work. User can access the repository in a couple different ways from this block, depending on the Alfresco Repository block configuration.

To add the standard configuration, turn editing on for the site, select the Add Block drop down menu, then choose Alfresco Repository.
Adding the Repository Block

The next image is showing the standard configuration. Users can access the repository from this block by selecting "this link" at the end of the first sentence in the block.

Repository Block

After selecting "this link" from the image above a user will be presented with the following screen. Users login with their Moodle username and password.

Alfresco login screen

Configuring the ELIS Files Repository Block:

To configure the repository block go to Site Administration block and select Modules > Blocks > Alfresco Repository. The following image is showing the screen that will appear. This screen is used to add a link to an embedded WebDAV client and/or a link to help documents.
Configuring the Repo Block
You can add an embedded WebDAV client such as Secure FTP Applet. The embedded client will need to be uploaded somewhere, and then the URL entered here. Remote-Learner support can assist with this.


When a user clicks the link in the Repository Block will open up the Alfresco login screen - where the user can login with their Moodle username and password.

Alfresco Login

When they login, they can view their folder in Alfresco:

User files in Alfresco

Within Alfresco they can use the functionality that their user role has been granted.

Setting up a desktop Integration

In ELIS Files in, each Moodle user has a corresponding user account and set of folders in the Alfresco repository. An administrator can enable their users to access their folders in Alfresco via WebDAV- this is supported natively in both Windows and Macintosh operating systems. This support enables users to set up folders on their computers which they can drag files into, and have those files be uploaded to their folder in the repository.

Steps to set up a WebDAV share on Windows


See note below about Windows 7 and WebDAV.


1. Provide your users with the WebDAV path for your repository. An example of this path is:
http://yourelismoodle.net:8080/alfresco/webdav/User%20Homes

2. A user enters this path in the "Add Network Place" wizard in Windows:
Add network place

3. Enter Moodle username and password:
webdav login

Finally, Windows will ask the user to give the network share a name. Now it is available to the user on their machine via the "My Network Places" link on their start menu. They can drag and drop files and folders to this network place, and the files will be available to them in Moodle.

For teacher level users (users with the ability to edit course files) - once Repository course files has been accessed in a Moodle course, the teacher can now see this course in their WebDAV/moodle/course directory, listed by the course's shortname, and they can batch upload files to the course's repository directory as well as their own user directory.

Alfresco admins can create additional shared folders and give users access to those folders. These will also show up to the users who have access to the shared folders via WebDAV.

If users exceed there quota while uploading files via WebDav, a blank file will be uploaded to their folder.

Windows 7 and WebDAV:

Due to changes made to the way Windows 7 implements WebDAV, Windows 7 users will need to make the the registry modification described here before WebDAV will work correctly.


Steps to set up a WebDAV share on MacOS


1. From the finder select Go > Connect to Server.
MacOS finder

2. Enter the URL.
Connect to server
To add the server address to your list of favorite servers select the plus symbol button located to the right of the server address. Once the server address is entered or selected, select connect.

3. When prompted by Alfresco enter your Moodle username and password.
WebDAV login

Once logged in student users will see their user folder plus any additional folders they have permission to view. The following image is showing a student users folder. The folder name is the user's id number.

Users can drag and drop files/folders from their desktop into this folder, or drag and drop files/folders from this folder to their desktop. When you drag and drop the files/folders, they will be copied to the new location.

User folder


Using an Embedded Client

Using an Embedded WebClient for WebDAV:

ELIS users can reduce support costs incurred in explaining to their users the various ways to access the ELIS repository via WebDAV by setting up embedded web client. This is a java applet that lets users access their repository via WebDAV online', and using the same tool and interface from any computer they use (Windows, MacOS, Linux). Remote-Learner can help you configure a web client and you can then provide instructions and a link for your users via the Repository block.

An example of using an embedded Web Client to access Alfresco:

When the WebClient has been configured, a user can just click the "Connect" link in the Repository block to open the embedded web client.

Connectiong

On the next screen, the user enters their Moodle username and password:
login to webdav client

When they are logged in, they can access their files directory in Alfresco, and click (or drag and drop) to upload one or more files to their Repository user files.

Linking to files

The embedded Web Client provides a consistent user interface for users to batch upload files, folders, etc. to Moodle. Desktop WebDAV clients can also be used to connect to Alfresco via the WebDAV standard.


Administrator Access to the Repository

Files in the Alfresco Repository can be managed in two ways, via the Moodle interface or Alfresco interface. A Moodle site administrator can access all the repository files through the Moodle interface and the Alfresco administrator can access all the repository files through the Alfresco interface.

Moodle administrators can access repository files from the site files, course files, or their My files tab on their profile page. Use the "Browse files from" drop down menu at the top of each page to navigate to different repository sections. If a Moodle administrator accesses Alfresco directly using the link in the Alfresco Repository block then they will only have access to their personal space unless the Alfresco administrator has granted them permissions in other spaces of the repository.

The Alfresco administrator uses a different username and password to access Alfresco. To locate the username and password go to the Site Administration Plugins > Repositories > ELIS files

Alfresco Settings

On the Settings screen, scroll to the username and password, use the "Unmask" checkbox to view the password.
Administrator login to the repository

Go to the Alfresco Repository block and select "this link" to login as the Alfresco administrator. This user has access to all the repository spaces using the Alfresco interface.

User Spaces in the Repository

User spaces in the repository can be automatically created when a user logs on to the Moodle site for the first time. This feature will be enabled when Alfresco is installed.

To disable the setting go to the Site Administration block > Users > Authentication > Manage Authentication > Alfresco SSO. Use the eye icon to disable the setting. If disabled, new users will not have Alfresco accounts created when they login to Moodle for the first time.

Users repository spaces will have the same name as their Moodle username. Users can login to the repository by selecting the repository link from the Alfresco Repository block, then enter their Moodle username and password on the Alfresco login screen.

The user spaces are located on the Alfresco Company Home screen, shown in the image. Select the space name to see the contents of that space. A typical student user might only have the User Homes space available on the Company Home screen, and within the User Homes space, they might only have access to their user space. Users can upload files directly to their user space in Alfresco or via the Moodle Interface.

Repository Company Home

To see all the user spaces in Alfresco, you must be logged in as the Alfresco Administrative user as described previously.

User Profile and Settings


Each user has a user profile screen in the repository. The following image shows the link for that screen. Users can use the user profile screen to change their password, check repository usage, manage deleted items in their trash bin, etc.

Alfresco user profile


The Moodle Interface to the Repository

From within Moodle, users have access to the repository in a number of ways as described below.

1. in Moodle 2, each user has their own file space, called My private files.This can be added to the user's profile by the user clicking the Customize this page button on their profile.

Activating My private files

Then add the block:
Adding the My private files block

Then click Manage my private files:
Managing my private files

Users can add to their private files by clicking the Manage my private files button. If their Moodle role has access to the ELIS files repository, they will be able to access, edit, and add files from their repository space.

Adding User Files

Click the Add... button to add files to your repository space. From there you can add them to the private files area.

Adding private files

  1. As discussed above, click the ELIS Files link to access the ELIS files space. Note that the user is now in his/her file space in ELIS Files.
  2. Click a file to add it
  3. Use the Actions tab to upload new files as described above.

Repository Quotas

ELIS Files enables administrators to set a file size quota in the Repository administration interface. To access this from the site home page go to the Site Administration block and select Plugins > Repositories > ELIS Files. Select the Save Changes button at the bottom of the screen to save any changes made.

Repository Quotas

If a user fills up their storage space to the limit of their quota, ELIS provides them with an error message when they try to upload files.

Users can check their repository usage as follows:

Login to Alfresco with Moodle username and password.

Alfresco login

Select the User Profile icon.

Alfresco user profile icon

User Profile and Settings:
Alfresco user profile
At the bottom of the image in the Management section, the usage and quota information is given.

If a user file is deleted from the repository by a user other than the owner of the file, the user's repository space usage will not be updated to reflect that file being deleted. The file space will still be counted as being used, and the user will not see the file or have access to it. To prevent this only the owner of the space should delete files from a space.

Recovering Files in Alfresco Recycle Bin

Repository user files that are deleted from the Alfresco interface are placed in the user's Alfresco recycle bin. Files in a user's recycle bin can be recovered by that user. If repository files are deleted from the Moodle Interface then the files will not be placed in the Alfresco recycle bin and can't be recovered.

To demonstrate how to recover files from the Alfresco recycle bin we will:
  1. Login to Alfresco as a user with content in their personal space
  2. Delete the content so it goes to their Alfresco recycle bin
  3. Go to their Alfresco recycle bin and recover the deleted item.

Go to the Alfresco Repository block and select "this link".
Alfresco block

Login to Alfresco using your Alfresco username shown in the block with your Moodle password.
Alfresco login screen

Go to the My Home screen and delete content.
Alfresco My Home screen

Select the User Profile link in the menu bar at the top of the page to access the recycle bin.
Alfresco user profile link

Select the Manage Deleted Items link at the bottom of the page.
Alfresco manage deleted items link

Select the recover icon next to the content that is being recovered.
Manage deleted items page

Confirm file recovery from Alfresco recycle bin and the file will be placed in the location it was deleted from, unless a new location is selected.
Confirm file recovery from Alfresco recycle bin

Course Spaces in the Repository

When a user accesses the repository course files for a Moodle course, a course space is automatically created in the Alfresco Repository for that course. The course space will be named the Moodle course short name.

The course spaces are located on the Company Home screen, shown in the image. Select the space name to see the contents of that space.

Repository Company Home

The course spaces can also be accessed via Moodle. Go to the Moodle course, Administration block, and select the ELIS Files link. Then select Repository course files as shown in the next image.


Repository Course Files
  1. The ELIS Files link in the Course administration menu
  2. Click the ELIS Files link if it is not automatically selected
  3. Note that the course shortname is displayed - this will also be the name of the course files space in Alfresco.

When you navigate into Alfresco, the Course Files for the Electrica Safety course are identified by the unique Moodle shortname:

Coruse files in Alfresco


Auto Creating Organization Spaces in the Repository

Some organizations want to have spaces where members of that organization can share and edit files. For example a Academic Department working on policy or curriculum, a Corporate Division working on policy files, educational content for the division, etc. When Alfresco is coupled with Remote-Learner's ELIS Program Management system, spaces for organizations and sub-organizations can be created automatically as described below.

Organization spaces in the repository are automatically created when
  1. A Userset is assigned a Userset classification that has the "Automatically create an Alfresco shared organization folder" feature enabled and
  2. A user is assigned to the Userset.

To setup a Userset classification go to the Program Administration block > Admin > Userset classification. Enable the "Automatically create an Alfresco shared organization folder" setting.

Activating Userset Repository Spaces]
  1. Click the User Set Classification link. Select a Userset
  2. Create a Userset and assign the new Userset classification to it. Note - existing Usersets that belong to a classfication that you enable ELIS files shared folder creation for will also now have Userset shared spaces created i Alfresco.
  3. Assign a user to the Userset.

Once the Userset has been created and a user has been assigned to the Userset, the shared organization space will be created in the repository. The space name will be the name of the Userset.

Userset Alfresco spaces

The user 'michael' is a member of Usersets Spacely Sprockets All Staff and Sales Usersets which have repository spaces.

Sub-Usersets can also be setup with Userset classifications that will create spaces in the repository. Sub-Userset will create their own spaces that will be located in the same folder as the organization spaces in the repository, not as a sub-folder of the organization space.

Accessing Organizational/Userset Spaces

Users other than the site admin will need to be assigned a Userset role with repository permissions in order to access the Userset space. To demonstrate how this works we will:
  1. Create a role that allows repository permissions for a Userset
  2. Assign a user the role in the test Userset ACME Furniture
  3. Login as the user and access the repository space.

Creating a role with Userset files permissions:

To create a new role go to the Site Administration block > Users > Permissions > Define roles and select the Add a new role button at the bottom of the page. Allow the following permissions in the Alfresco Repository section:
  • Create shared organization content - repository/elis_files:createusersetcontent
  • View shared organization content - repository/elis_files:viewusersetcontent

Userset permissions

On the the Roles tab of the Userset with repository space assign a new user to the new role.

Userset role assignment

In the above example we added the Repository permissions to the role "User Set Administrator". On the roles table of a user set (in this example ACME Corporation is the Userset) click the name of the role and assign a user to it.

Login as the user.

Access the repository on any of the ways described above.
Userset folders

Now in the File picker you can navigate to the shared Userset space and view and access files.

This user could also navigate to these spaces in Alfresco directly. To do so the user goes to the Alfresco Repository block and selects "this link".
Alfresco Repository block

Enter the Alfresco username and Moodle password to login to Alfresco.
Alfresco login screen

In Alfresco you can navigate to the shared organization/Userset space by selecting the Company Home link > moodle folder > organization folder and then the Userset folder. The user's space/folder can be accessed from the My Home link or Company Home > User Homes folder.

Alfresco Company Home page

Working with Categories in Alfresco

Alfresco: Creating and Assigning Categories


An Alfresco category can be thought of as a tag for classifying content and making that content searchable in the future. To create a category the user must have the role of Administrator. However, users with the role of admin, editor, collaborator, or coordinator role for the content can add categories to content. Follow these steps to create a category and assign a category to content.

Alfresco Category Management
  1. Login as the ELIS Files administrator (username and password located on your Plugins:Repositories:ELIS Files page) and click the Administration console link.
  2. Click on the "Category Management" link.
Click on the Category Management link in the Administration Console.

Add category

  1. In the Categories section you will see a list of your current categories.
  2. You can use the edit and delete icons -click the edit icon (the one with the pencil) to edit a category, click the delete icon (the one with the trashcan) to delete a category.
  3. Click the Add Category link to create a new category.

In the Category Management window, click the Add Category icon.
  1. Add the name of the Category (and description if desired).
  2. Click the New Category button.
Category Management in Alfresco
  1. Name the new Category
  2. Give it an optional description
  3. Click the New Category button to create the new category.

Assigning Categories to Content


Go to the content that will be categorized and select the View Details link.

View details

Go to the Category section and select the Allow Categorization link.

Allow categorization

Select the Change Category icon on the right side of the category section to add/edit a category link.

Change category

The next section will require 3 selections to choose the category.
  1. Choose the Select button
  2. Choose the Click here to select a Category link
  3. Choose the + symbol next to the category that should be added
Modify categories

Once the category has been selected, choose the Add to List button.

Add to list

Select the OK button on the right hand side of the page when the categories have been added.


Searching Categories


Content can be searched for by category when using an Advanced Search. The search section can be found in the upper right hand corner of the screen in Alfresco. The following image demonstrates how to access the advanced search feature.
  1. Select the search Options icon or the arrow next it to open a menu of choices
  2. Select the Advanced Search link from the bottom of the list
Advanced Search

The category section is located on the bottom left hand corner of the screen, select the Click here to choose a Category link.

Advanced Search

  1. Select the + symbol to the right of categories that should be added
  2. Select the Add to List button
Category search list

Select the Search button to complete the search.

Adding Repository Spaces

This page demonstrates how users can create spaces in Alfresco. Admin users will have these permissions on the Company Home page, student users will have these permissions within their space only. The following examples will be showing the company home page viewed by an admin user.

Company home screen


Creating Spaces


This space will be created so teachers can share documents with other teachers. The teachers must be added to the space so they have access to the documents within it.

The Create drop down menu, shown in the first image, has the link to create spaces. Enter a name for the space, the title and description are optional entries.

Create a space screen

Once the space is created, files can be uploaded to the space or files can be moved to it from another space.


Moving Content to Spaces


There are two ways to move content, cut or copy. Cut will remove the item from one space and then it can be added to the another space. I want to remove this item from the content section so I'm selecting cut.

Cut a content item

Next I select the space I want to move this content item to, in this case it will be the new Teacher Documents space. Go to the More Actions drop down menu and select Paste All.

Pasting cut content


Advanced Spaces


Advanced Spaces are created from the 'Create' drop down menu on the company home screen (shown on the first image of this page). The advanced space wizard has a 4 step process, shown in the left hand column of the image below.

Creating advanced spaces wizard

Managing Users for Repository Spaces

Users can be assigned to course spaces and other user's spaces in the repository. When adding users to the spaces, the users roles are assigned for that space.

This page shows an example of a repository space for teacher documents. We will add a user to this space. Managing users for a user space is done in the same way, except we would be starting from a User space instead of the Teacher Document space.

The following image shows the space Teacher Documents. Next we'll go to the More Actions menu, scroll down the list, and select Manage Space Users as shown in the next image. The View Details link from the same drop down menu will have a list of actions available also.

Manage space users link

A new screen opens, Manage Space Users 'Teacher Documents'. To the right of this is the Invite link marked by the red arrow in the following image. Select the Invite link to manage users in the space.

Space invite link

The Invite link opens up a 3 step manage users wizard.

Step 1:
Manage users wizard step 1
A (1)search will have to be performed to find a user/users to invite to the space. Once the user/users are (2)selected, choose the (3)role to be assigned to the user/users. Multiple users can be selected at once here. Select the (4)Add to list button to finish assigning the user to the role for the space. The user is added to the (5)selected users area. Select the (6)Next button on the right hand side of the screen to go to the next step.

Step 2:
Manage users wizard step 2
Choose (1)yes or no for email notification. Editing the (2)email message is optional. Select the (3)Next button to continue to the next step.

Step 3:
Manage users wizard step 3
Step 3 provides a summary of the users added along with their roles in the space. Select the Finish button to complete the role assignment.

The following image is showing the updated view of the users for this space.

Listed users of a repository space

The users added to this space will be able to access this folder when they login to the repository. This folder will not be displayed in user's space, but users can search for the space or locate it on the Company Home screen in this instance.

The search window is located in the upper right hand corner of the screen. Use the drop down menu to narrow the items searched or to perform an advanced search.

Adding Content in the Repository

This page is demonstrating a student user uploading a file to their repository user space.

Select the Add Content link to upload content.

Add content link

A standard upload screen will appear.

Uploading content

Once you have uploaded the file, two more screens will appear with some general file properties that can be edited.

Add content settings screen

The uploaded item will be in the contents section of the space it was added to, in this case, the test user's space.

Added content

If a user file is deleted from the repository by a user other than the owner of the space, the user's repository space usage will not be updated to reflect that file being deleted. The file space will still be counted as being used, and the user will not see the file or have access to it. To prevent this only the owner of the space should delete files from a space.


Creating Content


Select the Create Content link to create content, shown in the following image.

Create content link

A wizard will walk you through the steps to create content. HTML, Plain Text, and XML files can be created here.

Create content wizard

Moving files in ELIS Files

ELIS Files let you move files between one repository space and another. To move files, open the File picker:

Moving files

  1. Click the View details button.
  2. Select the files you would like to move.
  3. From the With selected files... drop down, choose Move.
Moving files


  1. The different spaces in your repository will show up at the top as tabs. Click one to move the files to that space.
  2. A sub-directory of the ELIS Server Files space, click this to move the selected file(s) here.
  3. Click the Move button to move the files.


Alfresco Help Topics

The My Alfresco link will take you to a screen with Alfresco help topics. Select the 'Online Help' link as shown in step 2 of the image below for a menu of topics to choose from.

Alfresco help

Alfresco help menu

More Information

CMS Integration on the deskop:

http://wiki.alfresco.com/w/images/4/4a/OSCMS.pdf

Flex client development:

http://forge.alfresco.com/projects/flexspaces/

Repository Role Permissions

There are eight role permissions that will determine access to the repository. The image shows the permissions as they appear when adding or editing a role.

Alfresco permissions
  1. Create shared organization content: If this is set to Allow, this permissions allows a user to create content for an organization space in the repository.
  2. Create personal content: If this is set to Allow, this allows users to create personal content in their repository space, for example, uploading a new file.
  3. Create shared content: If this is set to Allow, this permission allows users to create/upload new content to the repository shared folder for the site.
  4. Create site level content: If this is set to Allow, this permission allows site level content to be created.
  5. View shared organization content: If this is set to Allow, this allows access to site level organization content, but no new content can be added with this permission.
  6. View personal content: If this is set to Allow, this allows a user to access personal repository content from their repository space, but no new content can be added with this permission.
  7. View shared content: If this is set to Allow, this allows a user to access repository shared files.
  8. View site level content: If this is set to Allow, his allows a user access to the repository site-level content.
Remember that Moodle's permissions change as a user's role changes in different contexts, for example, if the Authenticated User role does not have Create personal content set to Allow, but the Student role does have Create personal content set to allow, users will be able to access their personal file space in courses where they are students, but not in other areas (such as the site level) where they are not students.



Student view of the Repository

When the student role is enabled to see the Repository, then they can see the ELIS files link in courses they are enrolled in.
Student view of the repository

When students click the ELIS files link, they can see and manage their files, upload files, etc. Note they only see the files in their own personal files space.

Students can manage their own files

Uploading a file from the ELIS Files Repository to a Moodle Assignment:


Submitting a file from ELIS Files for an Assignment

In the above example, the student has an Upload files assignment in their Moodle course, and they can add files from their ELIS Files repository to the assignment. Files can be added from ELIS Files to forum posts, blogs, and any other place where students need to add files in their Moodle course.

Student Role Permissions:

Student Permissions
To enable students to see the ELIS Files link in courses and to be able to upload files to their personal space when they are in a course, either the authenticated user role or the student role should have the two capabilities noted above.